Waikato Regional Council Role Description Job Title: Directorate Reports to: Responsible for: (Total number of staff) Job Purpose: Direct Reports Contracts and Special Project Coordinator Resource Use Business Support Manager 0 staff To provide efficient and effective contract management support to the Resource Use Directorate, pro-actively promoting and attaining high standards and to participate and contribute towards corporate contract management developments. Nil Date: September 2014 Organisation Context Resource Use This directorate supports WRC s mission by managing the way natural and physical resources are used and developed within the region by issuing resource consents and undertaking monitoring and enforcement activities to support these.
Key Relationships External External consultants Contractors Internal Resource Use managers and staff Legal Services team Procurement Officer Other WRC staff Accountabilities and Delegations Financial and statutory delegations will be exercised appropriately and within the defined parameters of the Delegations Manual. Operational delegation: Nil Capital delegation: Statutory delegations: Management delegations: Work Function/Activity Sedentary physical demand, frequent sitting in offices or at meetings. Frequently walks and moves from office to office for meetings. Stretching and twisting is not a significant component of the job. Occasional to frequent repetitive hand and finger movements are required when using a computer or writing. Driving may be required occasionally, especially if the organisation is spread over a variety of locations. Mental activities necessary include a high level of cognitive functioning with communication, interpersonal, administration, information gathering, evaluation, planning, report writing, problem solving and decision-making capabilities. Doc # 3158731 Page 2
Leadership Competencies Composure Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn t show frustration when resisted or blocked; is a settling influence in a crisis Customer focus Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for; improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect Decision quality Makes good decisions (without considering how much time it takes) based upon a mixture of analysis, wisdom, experience, and judgement; most of his/her solutions and suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions Informing Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit, and/or the organisation; provides individuals information so that they can make accurate decisions; is timely with information Interpersonal Savvy Relates well to all kinds of people up, down, and sideways, inside and outside the organisation; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably Planning Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjust for problems and roadblocks; measures performance against goals; evaluates results Process management Good at figuring out the processes necessary to get things done; knows how to organise people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; can see opportunities for synergy and integration where others can t can simplify complex processes; gets more out of fewer resources Problem Solving Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn t stop at the first answers Doc # 3158731 Page 3
Key Result Areas Jobholder is responsible for Providing contract management support to the Resource Use Directorate Undertake contract management processes for contracts, tenders and document management Advise and assist staff with the engagement and management of contractors and contracts Implement WRC Supplier Search and Request System and WRC purchasing Manage the WRC contract management database specifically for Resource Use To act as a Super User and create and contribute to improvements to the Contract Management Database Train staff on the use of the contract management database Develop a personal performance and development plan Contribute positively to the Directorate s culture Contribute personally to corporate policies Contribute where required to other group or council work e.g. Civil Defence Jobholder is successful when Contracts, tenders and documents meet legal and organisational requirements Staff receive accurate advice; contractor and contract management is professionally managed and meets organisational standards New suppliers are set up and purchase orders monitored and closed off appropriately Contract management processes and documents are continually improved Staff are confident and capable of using the contract management database Performance and development plans are produced All deadlines are met within agreed timeframe The quality of work meets the expected standards Customer service Providing effective and efficient levels of customer service to internal and external customers Corporate Citizenship Contributing to and participating in a positive health and safety culture at Waikato Regional Council Actively participating in health and safety meetings and activities Undertake civil defence training and assist the CDEM department fulfil their objectives Professional customer service is delivered to a consistently high standard Demonstrates the concept of walking in the customer shoes and making an effort to understand the business needs and providing innovative solutions Work environments are safe Organisational health and safety procedures are followed and common sense used for all activities undertaken All health and safety hazards are correctly identified All incidents and accidents are reported as required Health and safety is a key part of business as usual at Waikato Regional Council Civil defence training is completed and assistance provided as necessary Work Complexity Most challenging duties typically undertaken or most complex problems solved: Dealing with complex contract management issues Providing contract management support to a number of individuals and appropriately prioritising that support The ability to be innovative and explore alternatives but still meet all legal, financial and business Doc # 3158731 Page 4
obligations Meeting short deadlines Person Specification This section is designed to capture the expertise required for the role at the 100% fully effective level (this does not necessarily reflect what the current jobholder has). This may be a combination of knowledge / experience, qualifications or equivalent level of learning through experience or key skills, attributes or job specific competencies. Qualifications (or equivalent level of learning) Essential Desirable Tertiary qualification and/or relevant experience Local government experience Knowledge / Experience Essential Tertiary qualification in contract law / contract management Proven experience in contract management and an understanding of contract law Methodical with a high level of attention to detail Previous proven experience in database management Excellent oral and written communication skills Ability to work effectively with a diverse range of internal and external stakeholders Highly effective organisational skills including time management, prioritising and forward planning skills, as well as the ability to multi-task Ability to work autonomously as well as part of a team Medium level skill in Word and Excel and dbases that support contract and project management Desirable Previous local government experience Knowledge and understanding of local authority business and processes Change to job description From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment including technological requirements or statutory changes. This Job Description may be reviewed as part of the preparation for performance planning for the annual performance cycle or as required. Employee Name Contracts Coordinator Date Approved: Vaughan Payne Date Doc # 3158731 Page 5
Chief Executive Doc # 3158731 Page 6